Instructions for Importing (migrating) Data

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1 Instructions for Importing (migrating) Data from CTAS Version 7 to CTAS Version 8 For Windows 8 and 8.1 CTAS Version 8 is designed to work with your Version 7 data if you choose to. These instructions will take you through the process of moving your data (also called migrating or importing the data) from Version 7 to Version 8. This process will NOT affect your data. NOTE: In CTAS Version 8 there are certain Fund numbers, Account numbers and Object Code numbers that the program will not allow to be used, and other numbers whose descriptions will be changed by the program. Those numbers and descriptions can be found in the CTAS Chart of Accounts, which you can download from our website at Instructions for preparing those numbers so you can migrate your data without interruption can be found at If you import your data without preparing it first, the program will give you an error message and download a file to your desktop with the numbers to be changed (as shown on page 14 of these instructions). DATA MIGRATION INSTRUCTIONS ***CTAS Version 8 must be closed during the import (migration) process*** STEP ONE: Creating a backup of your Version 7 to use. Left click on the Desktop icon. Importing Data from CTAS 7 to CTAS 8 1

2 Double click on the CTAS icon to open the program. When the CTAS Welcome screen appears, click on the Continue button. On the next screen, enter your User ID, then left click once on the Continue button. Importing Data from CTAS 7 to CTAS 8 2

3 CTAS will open to the Receipts module. Left click once on the Admin button. You should now be in the Administration section of CTASv7. Left click once on the Utilities tab. Importing Data from CTAS 7 to CTAS 8 3

4 The Utilities screen will appear. Left click once on the Backup button. Next, we will save the backup file. Importing Data from CTAS 7 to CTAS 8 4

5 For this demonstration, we will save the backup file to the desktop. NOTE: While you can save the backup file to any location on your computer, be sure to remember where the file has been saved. To choose a location for saving the backup, double left click the Browse button. The Select Backup Folder window will appear. Double left click to open folders until you have a pathway going to the desktop. Double click the word Desktop, then click the OK button. Importing Data from CTAS 7 to CTAS 8 5

6 The pathway you select should appear in the Backup Folder window. When you see the correct location, click the Run Backup button. A window will appear with the question, Ready to backup the CTAS Database? Click Yes. Importing Data from CTAS 7 to CTAS 8 6

7 The program will back up the database to the location you chose. On the Backup CTAS Database screen, left click OK to acknowledge that the CTAS database has been successfully backed up. Exit CTAS Version 7 by left clicking the Exit button. A Confirm Application Exit window will appear: click Yes. Importing Data from CTAS 7 to CTAS 8 7

8 A CTAS_MDB.zip backup file will be where you saved it: in our example, it is on the desktop of the computer. The CTAS_MDB folder is a Zipped folder, and the data must be extracted before it can be imported (migrated) into Version 8: the migration process cannot be performed using a zipped folder. To begin extracting the data, place your cursor over the folder and right click once. Importing Data from CTAS 7 to CTAS 8 8

9 A menu will pop up: left click the second item from the top, Extract All The Extract Compressed (Zipped) Folders window will open: note the location to where the file will be extracted, then left click the Extract button. Note location were file is extracted Importing Data from CTAS 7 to CTAS 8 9

10 After extracting the zipped file, the new CTAS_MDB folder will automatically open. Close the CTAS_MDB folder so you are only viewing the desktop. To close the folder, left click the red X in the upper right hand corner of the folder. You should now have an unzipped CTAS_MDB folder on the desktop. Importing Data from CTAS 7 to CTAS 8 10

11 STEP TWO: Transferring the backed up data into CTAS Version 8. In the lower right hand corner of the desktop, hover the cursor in the corner until the sidebar pop up shows, then click on the search magnifying class. In the box to the left of the magnifying glass type CTAS. Importing Data from CTAS 7 to CTAS 8 11

12 Left click once on the CTAS Database Migration file. A CTAS Data Migration window will open on the desktop. Left click Select Database to Migrate. Importing Data from CTAS 7 to CTAS 8 12

13 An Open window will appear. We will use it to browse to the ctas09.mdb file that is located in the CTAS_MDB folder, which we earlier extracted from the zipped file we put on the Desktop. First, double left click the word Desktop in the left side list of the Open window. A window opens which contains the folders on the Desktop. Next, double left click the CTAS_MDB folder. Double left click the ctas09.mdb file or highlight the ctas09.mdb file and click the Open button. Importing Data from CTAS 7 to CTAS 8 13

14 The CTAS Data Migration window will open. You should see the pathway (location) of the ctas09.mdb file in the box to the right of the label Database File in the CTAS Data Migration window. Click the Start Data Migration button to start the import (migration). This will begin the migration (import) of your data into Version 8. The process should not take long. If the migration is successful you will see a window with a Migration Successful message. Click OK to continue. The CTASv8 program is now ready to use with your data from CTAS Version 7. Importing Data from CTAS 7 to CTAS 8 14

15 If you receive a data migration error message (below), the program will create a file with a list of Account changes that need to be corrected before CTASv7 data will import (migrate) into CTASv8. The program will save the file to the Desktop of your computer. To proceed, close the CTAS Data Migration program by left clicking on the two close buttons, the red Xs in the upper right hand corner of the two open windows. STEP THREE: Making sure your data is ready to migrate. If you receive the window with the message that your data does not meet Version 8 requirements, you can update your Version 7 data to prepare it for migration. First, double left click on the InvalidAccountsData.txt file that the program saved to your desktop. Importing Data from CTAS 7 to CTAS 8 15

16 The file will open in the Notepad program. The Chart of Accounts Fund, Account, and/or Object Code number(s) that need to be corrected are listed in the file. Printing this file can help you as you correct these numbers in Version 7. To print, left click on the File menu in the upper left hand corner of the InvalidAccountData.txt screen, then left click on Print. After printing, close the file by left clicking once on the X in the upper right hand corner. Importing Data from CTAS 7 to CTAS 8 16

17 You can now delete the three files created on the Desktop. Start with the InvalidAccountData file. Place the cursor over the file so it is highlighted and right click the mouse. A drop down menu will appear. Left click on the Delete option. Importing Data from CTAS 7 to CTAS 8 17

18 Repeat the steps to delete the other two folders. After deleting your files, the screen will look like this: With the InvalidAccountsData.txt file printed, make the necessary adjustments in your CTASv7 data as indicated by the list. Then, return to Step One (above) and create a new backup of CTASv7. Repeat the steps in the import (migration) process. Importing Data from CTAS 7 to CTAS 8 18

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